Human Resource Operations Manager

Purpose of the Post Job Summary Working with the Head of People & Organisational Development to provide management, guidance and support in all matters relating to Staff Recruitment/Workforce Planning, Staff Retention, Absence Management, and Employee & Industrial Relations and driving forward organisational change within St Johns Hospital. The Human Resource Operations Manager will be required to manage and provide leadership to the wider HR team and advise hospital managers on best practice processes in HR-related issues in line with Hospital Human Resource policies, protocols and procedures. This responsibility will include execution of recruitment and medical manpower processes, employee relations, workforce planning, performance achievement, staff engagement and any other HR projects / initiatives which may be assigned from time to time. The post holder will provide HR expertise, support and advice to staff and managers and will take a lead role in relation to their area of responsibility, encompassing both managerial and administrative responsibilities.

Principle Duties and Responsibilities The post holder will support the principle that care of the patient comes first and they will support staff to approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree

• Provide expert Human Resources support, direction and guidance on all HR policies and procedures to managers and staff to ensure compliance with best practice and legislation
• Lead and manage the Human Resource team, ensuring efficient work practices, team development, performance management, leading team meetings and ensuring that departmental KPI’s are achieved.
• Deliver a customer service function, ensuring efficient responsiveness to queries and complaints
• Develop effective working relationships with Service Managers and HR colleagues within HSE Mid-West Acute and Older Persons Services, Section 38 organisations and National HR and other Business Services in delivery of the objectives of the role
• Deputise for the Head of People & Organisational Development as required
• Drive compliance with WTE and Financial Control processes
• Participate and lead in HR Project work as assigned/ as required
• Review, adapt and adopt Human Resource policies as required ensuring that all legislative requirements are considered
• Participate/ Lead in Employee Relations, Industrial Relations and Third-Party engagements as required
• Participate and lead Union engagement meetings as required, with trade unions, staff representatives and service managers
• Responsible for collating HR metrics to assist service managers with performance management and identify concerns or gaps to be addressed
• Assist to develop focused action plans for managers and staff in line performance KPI’s including absence management
• Actively promote and engage in performance achievement with managers
• Advise and support the Heads of Departments and/or line managers on HR mattersto allow them discharge their role as effective leaders and decision makers
• Influence and drive business thinking and develop HR approaches that support operational business objectives, organisational design and resource plans
• Work closely with Occupational Health colleagues to ensure that all Occupational Health referrals and recommendations are actioned appropriately
• Develop and maintain close working relationships with other providers of service (e.g. Occupational Health and Payroll) to ensure proper implementation of advice.
• Ensure the provision of a consistent professional service across all functions underpinned by sound knowledge and principles of good practice

Leadership and Direction

• Challenge and assist in the development of processes, systems and structures that reflect the strategic objective of patient centred care
• Assist in the development and implementation of appropriate internalcommunication channels to and from staff
• Work with the wider HR team to ensure HR supports the evolving organisationalstructures where consistency, affordability and best practice are applied
• Provide leadership in the area of change management to ensure the HR policies, programmes and activities are aligned to the organisational goals
• Assist in the development of an organisational culture that values people, their skills, ideas and contribution and genuinely seeks to empower individuals
• Demonstrate pro-active commitment to all communications with internal and external stakeholders
• Contribute to local, group and national agendas on HR matters as appropriate
• Work with management in the implementation of HR change projects
• Develop and deliver meaningful HR interventions to drive key areas such as employee relations, performance management, employee engagement and communications within the business
• Proactively manage good and poor performance and address grievance/disciplinary issues efficiently in accordance with St John’s Hospital policies and procedures
• Administer the Hospital sick pay scheme

Quality Management

• Actively participate in the development and implementation of HR policies, procedures and practices
• Partake in strategic and operational HR projects and initiatives
• The identification and development of Key Performance Indicators (KPIs) which are congruent with the Hospital’s service plan targets
• The development of Action Plans to address KPI targets
• Driving and promoting a Performance Management culture
• In conjunction with line manager assist in the development of a Performance Management system for your profession
• The management and delivery of KPIs as a routine and core business objective
• Utilise the HR Management System SoftWorks and Recruitment Management Rezoomo system data to provide meaningful reports to support key stakeholders and to support accurate employee records

Special Projects The post holder may be allocated special projects as required e.g. Staff engagement, Dignity at Work, delivery of robust ICT infrastructure to create efficiencies within the HR/Medical Manpower Department and the wider hospital environment

General Awareness of the responsibilities under the Safety, Health and Welfare Act 2005 ensuring that agreed procedures are carried out and that a safe working environment is maintained for patients, visitors and employees Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role. Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient service Confidentiality In the course of your employment you may have access to, or hear information concerning, the medical or personal affairs of patients and/or staff, or other health service business. Such records and information are strictly confidential and, unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty. In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be left in safe custody when no longer required. You are required to comply with the legislation in respect of the General Data Protection Regulation (GDPR). This description outlines the main duties and responsibilities of the post and is subject to review and amendment to reflect the changing needs of the hospital service. The extent and speed of change in the delivery of health care is such that adaptability is essential. The incumbent will be required to establish, maintain, enhance and develop their professional knowledge, skills and aptitudes in order to respond to a developing service situation.

It is not intended that the above job description be a comprehensive list of all duties attached to the post. Consequently, the post holder may be required to perform other duties as appropriate to the post, which may be assigned to him/her from time to time. Flexibility is required when dealing with new/emerging situations and emergencies.

Eligibility Criteria Qualifications and/orexperience Education, Experience Requirements etc: Eligible applicants will be those who on the closing date for the competition possess:

Essential Experience

• Significant experience in managing and/ or delivering a complex service, prioritising workload to meet tight deadlines and competing demands.
• Significant working experience of dealing with Human Resource matters e.g. employee relations, industrial relations, recruitment, performance management, report writing, interpreting data and case management
• Experience in people management, fostering strong working relationships
• Significant experience of working with multiple internal and external stakeholders as relevant to the role.
• Excellent administrative and IT skills
• Requisite knowledge and ability for the proper discharge of the duties of the office
• AND
• Education
• An academic award in Human Resource Management or Business Management at a minimum level 6 (or higher) on the Quality and Qualifications Ireland (QQI) framework or equivalent

Highly Desirable

• Experience and knowledge of the designated areas of Human Resources and Medical Manpower within the hospital environment.

Ranking/Shortlisting/Interview A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process. Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

3. Age The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants. Public Servants not affected by this legislation: Public servants recruited between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age. Public servants recruited since 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70. 4. Garda Vetting Applicants who do not comply with the Hospitals requirements in this regard will be excluded from the competition. 5 Health Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

6. Character Candidates for and any person holding the office must be of good character.

Post Specific Requirements

1. Possess 4 years’ experience working in a Human Resource role (e.g. HR/Administration; Recruitment; Medical Manpower; Industrial Relations; Training & Development) delivering a high-volume service. 2. Previous experience interacting in a professional manner with senior management and other key internal and external stakeholders and customers, as relevant to this role. 3. Demonstrate a high level of ICT skills with experience of data collation and analysis.

Essential Skills, competencies and/or knowledge Candidates will demonstrate through their application form and at the interview that they have: Professional Knowledge

• Working knowledge of HR policies and procedures within the HSE / Section 38 and the ability to appropriately advise and support managers to implement these policies in a fair and consistent manner.
• Knowledge of Government policy on public sector pay, St John’s Hospital and HSE People Strategy, public service agreements etc.
• Knowledge of current Employment Legislation.
• Knowledge and experience of union negotiation and industrial relations.
• Knowledge of relevant standards policies and legislation relevant to HR e.g. GDPR, Garda Vetting, OWTA, Equality Act, Employment legislation etc.
• Excellent MS Office skills to include, Word, Excel, PowerPoint.
• Knowledge and experience of using an email system efficiently and effectively.

Leadership and Direction

• The ability to build and maintain relationships with colleagues and other stakeholders including multidisciplinary and administrative teams and to achieve results through collaborative working.
• The ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment.
• Flexibility, adaptability and openness to working effectively in a changing environment.
• The ability to support, supervise, develop and empower staff in changing work practises in a challenging environment within existing resources.
• Demonstrate leadership and team management skills including the ability to work with multi-disciplinary team members.
• Demonstrate skills to negotiate and lead change to ensure resolution or success.

Critical Analysis and Decision Making

• Excellent analytical, problem solving and decision-making skills.
• The ability to quickly grasp and understand complex issues and the impact on service delivery.
• The ability to confidently explain the rationale behind decision when faced with opposition.
• Ability to make sound decisions with a well-reasoned rationale and to stand by these.
• Initiative in the resolution of complex issues.

Operational Excellence – Managing and Delivering Results

• The ability to successfully manage a range of different projects and work activities concurrently, utilising computer technology effectively and assigning work to others as appropriate to meet strict deadlines.
• The ability to proactively identify areas for improvement and to develop practical solutions for their implementation.
• The ability to embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring the team knows how to action changes.
• The ability to use resources effectively, challenging processes to improve efficiencies where appropriate.
• Effective planning and organising skills including awareness of resource management and importance of value for money.
• Evidence of incorporating the needs of the service user into service delivery.
• Evidence of practicing and promoting a strong focus on delivering high quality customer service.
• Evidence of setting high standards of performance for self and others, ensuring accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility.

Communication and Interpersonal Skills

• Highly developed interpersonal and problem-solving skills, with demonstrable track record of influencing and negotiating effectively across all levels internally and externally.
• Ability to develop positive working relationships both internally and externally.
• Personal qualities that demonstrate leadership, confidence, sound judgment, enthusiasm, commitment and ethics.
• Strong communication, facilitation and influencing skills.
• Excellent report writing skills.

Tenure

The appointment is a permanent and pensionable, whole-time post. A panel may be created from which permanentfull-time duration posts may be filled. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.

Remuneration

The salary scale for this post is in accordance with DoH approved salary scales 01/03/2025 grade code 0582: €59,419: €60,870: €62,566: €64,268: €65,976: €67,501: €69,054: €70,566: €72,067: €74,650 LSI1: €77,243 LSI2